Creating new files
To create a new file first navigate to the "Create a File" page. This can be done two different ways: if a search has already been carried out in the files category, there is a create new record button inside the function menu toolbar which can be pressed to open the create a file page. A picture of this button is shown below.
The other way to access the create a file page is by clicking on the "File Manager" button on the menu at the top of the screen and selecting the "File" option, to open a search form. From this page the create button at the bottom of the page can be used to open the create a file page. A picture of the create button is shown below.
The create a file page should look similar to the example shown below.
Each row on the form has a heading on the left which relates to the information held in the boxes on the right. In this article, the boxes on the right will be referred to as fields. Depending on certain factors (for example, the level of access a user has) some of the fields will be editable. Any heading with an asterisk (*) next to it is compulsory and must be filled out before the form can be submitted. More detail on what each row does and how to enter data into it is given below. Once the form has been completed the orange "Save" button can be used to submit the form.
The "ID" row contains the id of the record. Each file held within iTrackIT has an ID number, the box relating to this will be filled automatically when the create a record form is submitted.
The "Box Number" row is an optional field which can be used to indicate that a file is located inside a box which has already been created in iTrackIT. If a file is inside a box that doesn't exist yet the box will have to be created separately, to find out how to create boxes please read our "Creating new boxes" article. Type what you would like to search for into
the text box on the right of the search button, or leave it blank to return all
available options. Then press the search button to open the item
selection form, if there are items matching what was searched for, there will
be round radio buttons with the names of the items next to them. Use these buttons to choose the desired option, and finally use the "Select" button to
add it to the search.
The "File Number" row is a compulsory field which is used to give each file an identifying number, this field can't be edited and is automatically generated by iTrackIT.
The "Status" row is a compulsory field that contains information on the status of the file, for example, if the file is currently checked out. This field can't be edited and is automatically set to "New file".
The "Current Holder" row like the status row can't be edited, this row is used to display who has a file when it is checked out, and this is set automatically whenever a file is checked out or transferred.
The "File Type" row is a compulsory field which should be used to select the type of file that is being created (such as: "Accounts"). To select a file type click on the white drop-down box and click on the relevant option to select it. If there are a lot of options, they can be filtered by typing text into the text box at the top of the drop-down. The box can also be scrolled by using the scroll bar on the right of the box, or by hovering the mouse over the drop-down and using the middle mouse button.
The "Description" row can be used to provide a brief description of what is inside the file. To complete this click on the text box and type in the desired content.
The "OpenedDate" row is a compulsory field containing a date field which represents the date a file was opened. To enter a date you can either use the date picker tool by clicking on the calendar icon or type the date manually into the text box.
The "ClosedDate" row can be used to provide a date for when a file was closed. A closed date can be entered the same way as an opened date, the date picker tool can be used or the date can be entered manually.
The "Modified Date" is a compulsory row which shows the date that the record was last modified, this field cannot be edited and will be completed automatically.
The "Modified User" is a compulsory row which shows the user who last modified the record, this field will be filled automatically by iTrackIT and like the modified date field this cannot be edited.
The "TransferToStoreForm" is a field that can't be edited and will be filled automatically for boxes that have been imported using the "Transfer to Store Forms" with the name of the file used to import it.
The "Entity ID" row is a compulsory field that is used to specify which entity a file is associated with, to select an entity, type part or all of the entities name into the box. If a file is associated with an entity that doesn't exist yet the entity will have to be created separately, to find out how to create entities please read our "Creating new entities" article. Type what you would like to search for into the text box on the right of the search button, or leave it blank to return all available options. Then press the search button to open the item selection form, if there are items matching what was searched for, there will be round radio buttons with the names of the items next to them. Use these buttons to select an entity, and finally use the "Select" button to add it to the field.
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